1. Membership shall be open to any person at least eighteen years of age living in the Wallingford- Swarthmore school district.
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- Jeremy Rice
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1 Strath Haven All Sports Boosters Club Constitution and Bylaws Preface The purpose of the Strath Haven All Sports Booster s Club (thereinafter "the Club" or "Boosters") is to stimulate an interest among Wallingford-Swarthmore School District students, parents, and adult friends in attending and supporting school athletic events, with emphasis on youth participation and good sportsmanship. The elected Representatives and Officers, in accepting the honor bestowed upon them, recognize their responsibilities to uphold the Constitution and Bylaws of the club and to work willingly and diligently toward the established goals. Article One: Membership 1. Membership shall be open to any person at least eighteen years of age living in the Wallingford- Swarthmore school district. 2. An annual membership fee shall be established by the Representatives. 3. Each membership shall be entitled to only one vote at general membership meetings. Article Two: Representatives 1. The represent Representative shall establish club policy to be carried out by the officers and the committees. 2. A Representative shall be a member of the Club. 3. Representatives shall serve for term of one
2 year. (Amended 1990) a. Representatives may serve no more than three consecutive years for the same sport. b. If the team cannot provide another Representative, the current Representative may appeal to hold their position one additional year. c. The appeal must be made to the All Sports Boosters Club Executive Board. The appeal should be in writing by the current Representative and the current head coach. 4. One Representative and one alternate Representative shall be nominated: a. from each represented sport (see Article Eight); and b. from all freshman boys and girls sports teams. 5. Two general Representatives, each with one alternate, shall be nominated to represent all of the citizens of the School District. 6. Each Representative and alternate Representative shall be entitled to one vote between them. Votes shall not be split; only one full vote shall be counted. 7. The primary job of each Representative shall be to act as liaison between the represented sport, coach, and the club. 8. All references throughout this Constitution and these bylaws, to Representative shall be interpreted to include a reference to the alternate Representative. Amendment (2004) Coaches, It is imperative that each sport team sends a representative to the SHHS All Sports Boosters meetings. They are generally held on the
3 third Wednesday of each month at 7:30 PM either in the SHHS Library or in the Cafeteria. If your team parent representative cannot commit to attending all of our meetings, then perhaps the job could be shared with more than one person. Representatives are expected to attend meetings throughout the year, not just those, which occurred during your sport s season. A Representative needs to be present at 80% of our meetings. Assignments are made by the Boosters for a particular team to supply parental or adult help at the Panther Pit concession stand for a certain event. While there are a couple of general representative volunteers on duty in the concession stand, it is the responsibility of the assigned team to provide enough people to cover the jobs involved in opening, running, and closing the concession stand for a given event. There must be adequate representation from your team in the concession stand at an assigned event. Proceeds from the Panther Pit concession stand serve to support all sports teams at SHHS. Your present team representative should begin looking now for someone to replace them for the next school year, unless they are willing to commit to another year. This commitment must follow the Bylaws Article Two of the Constitution. The new representative is expected to accompany the present representative to our May 19, 2004 meeting. It would be good if they could also attend the April 21, 2004 meeting. (2009) Regarding booster rep duties, in the fall, you will be assigned to help staff the panther pit concession stand. Generally, all reps are assigned to the first football game to learn what's involved in running
4 the panther pit. Also, you will be assigned and responsible to staff the panther pit for one game. This simply means calling the parents of your team members and asking them to work in the concession stand for a full soccer game or portion of the football game. The only other required duty of rap is to attend the Booster meetings. There are only about six meetings a year and attendance is required per the bylaws in order to receive your team draw. Article Three: Officers 1. Officers shall be nominated from among the outgoing Representatives for a one-year term to coincide with the fiscal year, excepting the office of the president, which shall be automatically filled by the vice president. (Amendment 1990) 1. A. It is our belief that the Officers shall hold their position for a minimum of two years and a maximum of four years. B. If an Officer would like to hold their position for longer than two years, they should write a letter stating so to the Secretary no later then the April meeting. C. If any other Representative would like to take over that office, they must submit a letter to the Secretary prior to the April meeting. The Representatives will vote during the final meeting of the year. D. The Office of President will be turned over to the Vice President unless he/she does not want to retain that position. 2. Officers and their duties are as follows: A. President -- shall preside at all meetings of the club and of the Executive Committee; is an exofficio member of all committees. B. Vice President -- shall perform duties as assigned by the President and the Executive Committee; shall succeed to the office of President
5 in the event of a vacancy and shall assume the duties of the President during any absence. C. Publicity Secretary -- shall perform duties as assigned by the President which shall include responsibilities for publicity and public relations and for notifying the appropriate persons of meetings. D. Recording Secretary -- Shall keep and distribute the minutes, correspond on behalf of the club as directed by the President or Executive Committee, and retain all past records of the club, excepting financial records. (1990) 2. C. & D. The office of Publicity Secretary and the office of Recording Secretary may be combined, if there are not two Representatives willing to take those positions. E. Treasurer -- shall receive all club funds, keeping a true and accurate record of the scene. All funds shall be promptly deposited in a local, federally insured financial institution. Payments may be made on checks signed by anyone of the officers. The Treasure shall fully cooperate in the annual audit of accounts and then maintain all past financial records. 3. An Officer shall be entitled to one vote at Representative meetings and at Executive Committee meetings. (Amendment 2016)The addition of Pit Coordinators was discussed during the school year. Starting the school year, one or two coordinators will be responsible for running the Pit during the fall season. These coordinators, in conjunction with the officers, will order all
6 supplies necessary to make the Pit run as smoothly as possible. They will oversee the volunteers and direct them while they are in the Pit. Pit Coordinator responsibilities are on the district website. Article 4: Vacancies 1. A vacancy in any office or among the Representatives shall occur upon the earliest of any of the following: a. The receipt by the Secretary of a written resignation signed by the resigning officer, Representative, or alternate Representative; b. Failure by an Officer to attend two consecutive regular meetings of the Representatives; c. Failure by Representative or alternate Representative for that same represented support to attend two consecutive regular meetings of the Representatives; d. Failure by an Officer, Representative or alternate Representative to attend at least half of the regularly scheduled meetings of the Representatives as determined by totaling the said meetings from at least September through February of the same fiscal year. 2. A vacancy in any office shall be filled by the Representatives. Should the Representatives fail to fill a vacancy at the second meeting after the vacancy occurs, the Executive Committee shall fill the vacancy. Such appointee shall serve for the balance of the term.
7 3. Minutes of Representatives meetings shall include a running total of each Representative s attendance ( e.g. by February it would show: name 5/6). Article Five: Executive Committee 1. Executive Committee shall consist of the five Officers. 2. The Executive Committee is only authorized to act for the Representatives when specifically authorized by them as recorded in minutes of a Representatives meeting or regarding matters of urgency between meetings of Representatives when acting between meetings, the Executive Committee: a. shall not take any action, individually or in combination, valued in excess of $200 or contrary to previous action by the Representatives: and b. shall at the next meeting of Representatives, presented their action for ratification. Article Six: Meetings 1. General membership shall meet annually in April, which may coincide with regular Representatives meeting, to elect Representatives and to hear reports from existing Representatives and officers. Nominations for Representatives may not be made from the floor of the general membership meeting but shall be submitted at least seven days in advance to the Recording Secretary in writing. Written consent of the person nominated shall be filed with the Recording Secretary by the meeting time. 2. The Representative shall meet at least once a month September through June on specific dates as they established at the September meeting which shall be called by the Executive Committee. Such
8 meetings shall be open to the general membership. 3. Special meetings of Representatives may be called by the Executive Committee whereby 25% of the Representatives who shall by each of their signatures so request in writing to the Secretary, who shall within 48 hours of receiving the request, schedule a meeting for no less than three days no more than 10 days there after and send a notice of a special meeting which shall include: A. Date, time, and place; B. Identification of those individuals who called the meeting; C. A brief description of the special meeting s agenda such meetings shall be open to the general membership. 4. Notice of all regular and special Representative meeting shall be mailed to each Representative and Officer at least seven days in advance of a regular meeting and at least three days in advance of the special meeting. Notice of the regular Representatives meeting may consist of a copy of the previous meeting minutes with specific mention therein of the next meeting time, date, and place. Notice of the annual membership meeting shall be mailed to at least the existing members and the published as widely as reasonably possible, as determined by the Representatives. 5. No official business may be conducted without a quorum. A quorum shall consist of the following at the time of the vote (not merely at the commencement of the meeting): A. Annual general membership meeting: equal to one half of the number of current Representatives;
9 B. Representatives meeting (regular and special): one half of the number of Representatives plus one; C. Executive committee: three 6. At the May meeting of the Representatives, the Nominating Committee shall submit you a list of Officers and nominees (excepting the office of President), which shall be voted upon by the Representatives at their June meeting. Additional nominations for officers may be made at the final meeting, only, provided in all cases that the written consent of the nominee shall be filed with the Secretary no later than the moment of nomination. 7. Proxy voting and cumulative voting shall not be allowed at any time. 8. Except as provided elsewhere in these bylaws, a majority vote shall determine any issue. All matters voted shall be recorded in the minutes; i.e. a "straw" or "show of hands" is a vote to be recorded. 9. No minutes of Executive Committee meetings need be made except when votes are taken for the purpose of conducting business for the Representatives between meetings. 10. To the extent not inconsistent with these bylaws, Robert s Rule of Order, as amended from time to time, shall govern the business of this club. Article Seven: Committees 1.Committees shall be appointed from year-to-year by the Executive Committee. The chairman of each committee should preferably be a Representative.
10 2. Any expense amount adapted in the annual budget, as may be amended from time to time, shall be authorized for such expenditures by the appropriate committee without further approval by the Representatives. Unspent budgeted amounts shall not be accumulated from year-to-year. 3. The Nominating Committee shall be appointed by the Executive Committee and shall present (along with nominees' written consent to serve): a. to the general membership at least three weeks in advance of the annual membership meeting the names submitted to it by each represented team; and in the absence of any such submissions, such names as the Nominating Committee may select; b. to the Representatives of their May meeting a list of Officer nominees. Article Eight: Represented Sports 1. Represented sports shall be each school sanctioned male and female athletic sports, including cheerleading. 2. Except for the one boys' and one girls' freshman sports Representatives and except for the two general school district Representatives, one Representative shall represent both the varsity and junior varsity teams, including cheerleaders, for the same sport. 3. Where a new school sanctioned sport is created by the school district after the annual membership meeting, the existing Representatives shall appoint a new Representative to represent that particularly particular new team until the next general membership election of Representatives.
11 (2009)The Boosters has always made a donation to "unfunded sports" and let me explain "unfunded" versus a "funded" sport as it applies to the Boosters. A funded sports is one in which the district pays for items like coaches salaries, the officials, uniforms, and transportation. An unfunded sport is one in which the district doesn't pay for all these items. Presently, the Boosters recognize girls ice hockey, boys ice hockey and crew as unfunded sports and we give them a donation. Added in September 2015: Ultimate Frisbee was added as a club sport and officially invited to be part of the All Sports Boosters at Strath Haven High School. At the time of this writing, U.F. will receive a distribution of funds equal to that of a Varsity sports team. The Executive Board made this decision based on the minimal fees paid per player. This is subject to adjustment if the circumstances change financially. 4. All fundraising efforts shall be recorded in advance by the club Representatives (see Article Twelve, section 1). Article Nine: Athletic Director The Athletic Director shall be an ex-officio member of the Board of Representatives, entitled to one vote at meetings of Representatives. This individual shall not hold office in the Club. Article Ten: Budget The Executive Committee shall present to the Representatives by their April meeting a proposed
12 budget to be adopted in May, effective for the next fiscal year. The Budget shall be adopted by the Representatives at their May meeting, failing which the Executive Committee shall adopt a budget and circulate same to the Representatives at least seven days in advance of the June meeting. Article Eleven: Awards and Prizes All awards and prizes shall be determined from year-to-year by the Representatives. Article Twelve: Fundraising and Definition of Ratio 1. In addition to collection of annual club membership fees, Representatives may authorize club committees, represented sports and others to raise funds. No represented sport shall raise funds without prior recording by the Representative, who shall seek to enable represented sports to raise funds in a manner not to interfere with the general club fundraising efforts. 2. Represented sports shall supply labor to general club fundraising efforts in proportion to their per capita ratio, which is defined as the number of varsity and junior varsity participants in all represented sports. For this calculation, the same individual athlete may be counted more than once by his or her participation in more than one sport. (2009) Regarding fundraising for each sport, that is the decision of the coach and/or the team rep. Some teams have carwashes, host dances, sell tickets, host clinics, host tournaments, or sell clothing and the Boosters does not donate or help pay for these activities. The only restriction the Boosters has is that teams cannot sell food or drinks at football games. Article Thirteen: Distribution of Funds
13 1. Per capita distribution: The club expense budget shall provide that at least one half of the annual income shall be distributed to the represented sports in proportion to their per capital ratio for purposes of an end of season function and special awards. For example, assume 30 varsity football players, 20 junior varsity football players and 300 total team (varsity and junior varsity) participants and all boys and girls sports, the per capita distribution for varsity football would be 1/10 of the one half of the total club expense budget. 2. General distribution: the balance of the expense budget not distributed on the per capita ratio basis shall be distributed by the Representatives in accordance with their annual budget, as amended from time to time. A. The first priority of this section of the budget shall be covering payment to each represented sport up to $50 in the event that the only payment received by each represented support under the per capita ratio distribution did not yield $50 to the said represented sport. B. A secondary priority is to provide a fund toward support of freshman athletic teams. C. A reasonable carryover balance should be reserved annually to cover start up costs for the next fiscal year. (Amendment 2009) Article 13 of the bylaw requires that at least one half of the annual income be distributed in the team draw, which was raised to $13 per athlete this year. Our team draw was decided at our September meeting and is based on our previous balance and expected annual income. Our annual income is from the booster membership and our panther pit profits. We do keep a minimum balance in our account (sinking fund) for emergencies. This fund was
14 established and approved years ago after the panther pit burned down and we needed money to purchase items and rebuild prior to receiving insurance money. 3. In determining financial support for any activity, the Representative shall consider sources of actual labor supplied for general fund raising activities. Amendment: (2004) Coaches, Your team Representative needs to submit a list of student participants to the SHHS All Sports Boosters. Draw must be applied for during the school year in which the sport season occurred. Checks for draw will be payable to the team or team account. Distribution (team draw) will be granted based upon: a. Adequate representation in the concession stand and at any assigned event. b. An 80% attendance rate at Booster meetings by the rep or an alternate. c. A list of student participants submitted by the rep. Failure to comply with will result in a penalty of a 50% deduction and team draw. Two consecutive years on noncompliance will result in no draw. The penalty will carry forward if draw was granted before noncompliance was determined. (2009) Regarding the distribution of funds, other than the team draws, it was always the Boosters goal to spend extra funds on equipment, training devices, or items that would be maintained by the school and
15 used for many years. Examples of such expenditures has been elliptical machines for the fitness room, a football banner, a track tent, swim clock, and a donation toward the baseball scoreboard. Also, we have made donations to "unfunded sports" and special events. (2016) As addressed in the 2004 Amendments: It was discussed, put to a vote, and approved by the Representatives at the September 19, 2015 membership meeting, that all Representatives, or their alternate, must attend all meetings and Pit duties held during the year. If more than one meeting is missed (no longer 80%), the team does not qualify for distribution of funds that school year. All distributions will be made at the final meeting of the school year and teams must have submitted an official roster of their team. Booster Representatives responsibilities are listed on the district website. Article Fourteen: Fiscal and Operational Year The fiscal year and the operational year for the purposes of the commencement of terms of elected Representatives and officers shall be July 1 through June 30. Article Fifteen: First Year Transition 1. A Merger Committee of the Representatives of Nether Providence Boosters and Representatives from the Swarthmore Citizens Athletic Committee plus the Athletic Director of the school district shall by January 20, 1983 select officers for the first year
16 terms commencing upon their selection through June 30, 1984, as follows: A. by the Nether Providence Boosters: President and both Secretaries; B. by the Swarthmore Citizens Athletic Committee: Vice President and Treasurer. 2. As soon as possible after selection of Officers, the Merger Committee and the Officers shall select Representatives whose terms shall commence immediately upon their selection through June 30, While endeavoring to secure the best possible Representatives for each team, the Merger Committee shall attempt to balance the Representatives geographically. 3. The Representatives and Officers shall commence regular meetings as soon as possible to continue the transition and develop plans for the first year operation of the Club, whose official first year commences July 1, 1983 with a projected treasury of $ being $ from each of Nether Providence and Swarthmore Clubs. Article Sixteen: Amendments By majority vote of the general club members attending the annual meeting where the quorum exists on this particular vote or by votes of 75% of the total number of Representatives and Officers at a meeting of the Representatives, this Constitution and these Bylaws may be amended; provided that no changes shall be affected until notice of the proposed change has been given in writing to the membership and to the Representatives at or before the prior month s regularly scheduled Representatives meeting. Although alternate Representatives are not counted
17 for purposes of calculating the required number of votes necessary to effect a change, the vote of an alternate Representative shall be counted on the issue, as with all issues, in the absence of the Representative.
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